Last Updated: October 8th, 2018
Collection and Storage of Information
We may collect and store the following information when running the Site and Services:
Information You Provide. When you register for access to the Site and/or Services, use certain Services or contact us with inquiries, we may collect personal information that can be used to contact or identify you. The personal information may include information such as an individual’s name, email address, password, credit card or other billing information and calendar information (collectively, the “Personal Information”). It is your responsibility to ensure that your Personal Information is up-to-date.
Audio and Caption Information. The Services involves capturing audio recordings of conversations to transcribe and analyze content. We use these recordings and transcribed contents (collectively, the “Audio and Caption Information”) for limited purposes, such as to provide the Services and for research and development to improve our Services. Please see “How We Use Personal Information and Audio and Caption Information” for more information on how this information is used by Sonia and “Information Sharing and Disclosure” for information on how this information may be shared with third parties.
Non-Personally Identifying Information. When you interact with Sonia through the Site and/or Services, we receive and store certain non-personally identifiable information from your Device. Such information, which is collected passively using various technologies, cannot presently be used to specifically identify you. Sonia may store such information itself or such information may be included in databases owned and maintained by Sonia affiliates, agents or service providers. The Site and/or Services may use such information and pool it with other information to track, for example, the total number of visitors to our Site, the number of visitors to each page of our Site, the domain names of our visitors’ Internet service providers and how our users use and interact with the Services. Also, in an ongoing effort to better understand and serve the users of the Services, we may conduct research on our customer demographics, interests and behavior based on the Personal Information, Audio and Caption Information and other information provided to us. This research may be compiled and analyzed on an aggregate basis. Sonia may share this non-identifiable and aggregate data with its affiliates, agents and business partners, but this type of non-identifiable and aggregate information does not identify you personally. We may also disclose aggregated user statistics in order to describe our Services to current and prospective business partners, and to other third parties for other lawful purposes.
How We Use Personal Information and Audio and Caption Information
Personal Information is or may be used: (i) to provide and improve our Services; (ii) to administer your use of the Services; (iii) to better understand your needs and interests; (iv) to personalize and improve your experience; (v) to provide or offer customer service, software updates and product announcements; (vi) to process your payments for our Services; and (vii) to enforce compliance with our Terms of Service. If you no longer wish to receive communications from us, please follow the “unsubscribe” or “opt-out” instructions provided in any of those communications, or update your account settings information.
Audio and Caption Information is or may be used: (i) to provide, maintain, test and analyze the functioning of the Services; (ii) to develop, test or improve speech recognition technology and artificial intelligence algorithms; (iii) to evaluate problems with the quality of the Meeting Transcript; (iv) to support Sonia’s efforts to generate useful analytic data, improve the Services, and identify flaws in, and useful features for, the Services; (v) in cases where we believe our Terms of Service has been violated and confirmation is required or we otherwise have an obligation to review your meeting information as described in our Terms of Service; (vi) in case where we believe it to be necessary to protect the rights, property or personal safety of Sonia and its users (including to protect against potential spam, malware or other security concerns); (vii) in order to comply with our legal obligations; and (viii) for other research and development purposes. We do not use the content of the recordings to contact children or for advertising purposes.
In particular, when we detect portions of the Recording that are difficult to transcribe (i.e. convert to written form) into Meeting Transcript, Sonia personnel will undertake a limited review of the segment of the Recording and corresponding Meeting Transcript that is difficult to transcribe and attempt to transcribe accurately that portion of the Recording into an intelligible Meeting Transcript. In the event that we utilize the services of a third-party service provider to undertake this transcription task (please see “Information Sharing and Disclosure” for more information), Sonia will make accessible only the problematic segments of the Recording and corresponding Meeting Transcript.
We also collect some information (ourselves or using third party services) using logging and cookies, such as IP address, which can sometimes be correlated with Personal Information. We use this information for the above purposes and to verify users have the authorization needed for the Services to process their requests.
Information Sharing and Disclosure
Sonia is not in the business of selling your information. Except for actions you take to engage the Services to communicate and collaborate with your meeting guests, we only disclose your Personal Information and Audio and Caption Information under the following circumstances
Consent. Where we have your explicit consent to share such information.
Compliance with Terms of Service, Laws and Law Enforcement Requests. Sonia may disclose your Personal Information and Audio and Caption Information (i) if we believe it is necessary to investigate potential violations of our Terms of Service; (ii) in order to enforce the Terms of Service if required; or (iii) if required to do so by law or in the good faith belief that such action is reasonably necessary to: (A) comply with a law, regulation or compulsory legal request; (B) protect the safety of any person from death or serious bodily injury; (C) prevent fraud or abuse of Sonia or its users; or (D) to protect Sonia’s property rights.
Non-Private or Non-Personal Information. We may disclose your non-private, aggregated or otherwise non-personal information, such as usage statistics of our Services.
Notwithstanding the foregoing, Sonia is not responsible for any disclosure, publication or use of your Personal Information and Audio and Caption Information which you choose to include in your Recording, including to the extent such Personal Information and Audio and Caption Information is then incorporated into a Meeting Transcript or Follow Up.
Your Choice Regarding Personal Information
You can use the Site without providing any Personal Information; however, if you choose not to provide any Personal Information, you will not be able to open a Sonia account or receive copies of any Meeting Transcripts or Follow Ups.
Your meeting information will be recorded and saved based upon how you engage the Services. Your meeting information will be stored by Sonia to enable retrieval, search and transcription.
Changing or Deleting Your Information
If you are a user with proper access control privileges, you may review, update, correct or delete information in such a Sonia account. In some cases, we may retain copies of your information if required by law. When you choose to close an account, we will remove your information from our marketing and billing systems, except with respect to records of historical transactions.
Accessing, Correcting or Deleting Your Information
Sonia is committed to transparency, and we want our users to have access to Personal Information that we may have about them and/or the Devices that they may use. If you’d like to update, correct, delete or deactivate any Personal Information that you have provided to Sonia, and/or you reasonably believe that Sonia has Personal Information pertaining to you, please send your request to email@example.com, and we will process your request within a reasonable timeframe or as required by law. If you have an account with Sonia, you may be able to access and correct your information and deactivate your account after logging into your account.
You can stop using the Services at any time; and if you deactivate your account, the content in your account, including your profile and any Recordings, Meeting Transcripts and Follow Ups will be automatically deleted one (1) year after you deactivate your account. Sonia will endeavor to accommodate all reasonable requests to access, correct or delete your Personal Information and Audio and Caption Information unless it is required to be retained by law or for lawful business purposes. Once information is deleted from your Sonia account, it will no longer be accessible to you or others who may access the Services. Sonia’s back-up and archiving systems may retain residual copies of your Personal Information and Audio and Caption Information for up to one (1) year due to the nature of those systems’ operations.
Data Storage and Retention
When you engage the Services, the Personal Information and non-personally identifiable information that you submit and the Audio and Caption Information you create will be transferred to and stored on Sonia servers in the United States. We will retain your information for as long as your account is active or as needed to provide you the Services. If you wish to cancel your account or request that we no longer use your information to provide you Services, you may delete your account. We may retain and use your information as necessary to comply with our legal obligations, resolve disputes and enforce our agreements. Consistent with these requirements, we will try to delete your information quickly upon request. Please note, however, that there might be latency in deleting information from our servers and backed-up versions might exist after deletion. We may also keep copies of certain data (e.g., logs of financial transactions) for our own records.
Links to Other Web Sites
International Transfers of Your Information
Sonia is headquartered in the United States and Personal Information and Audio and Caption Information we collect from you will be processed in the United States. As part of our international operations, we may transfer information about you to a jurisdiction where we do business. Even if those jurisdictions do not have the same privacy laws as the jurisdiction where you reside, we will treat your information as subject to the protections described in this policy. By providing us with your Personal Information and Audio and Caption Information, you acknowledge and agree that we may from time to time transfer any of your Personal Information and Audio and Caption Information to any of our offices, agents, partners or appointed representatives located around the world. Please do not submit any Personal Information and Audio and Caption Information to us if you do not wish for your data to be transferred internationally.
OUR SERVICES ARE CURRENTLY NOT OFFERED TO INDIVIDUALS LOCATED IN THE EUROPEAN ECONOMIC AREA (EEA), AND INDIVIDUALS LOCATED IN THE EEA ARE NOT PERMITTED TO ACCESS OR USE THE SITE OR OUR SERVICES.
Sonia takes reasonable steps to protect the Personal Information and Audio and Caption Information provided via the Site and Services from loss, misuse and unauthorized access, disclosure, alteration or destruction. By using the Services, you agree that our security practices as defined in this data security provision are sufficient. However, no Internet, email or other electronic transmission is ever fully secure or error free, so you should take special care in deciding what information you send to us in this way.
If Sonia learns of a security system breach, we may attempt to notify you and provide information on protective measures, if available, through the email address that you have provided to us or by posting a notice on our Site. Depending on where you live, you may have a legal right to receive such notices in writing.
Our Policy Toward Children
Sonia requires its users to be at least 18 years of age. Sonia does not knowingly collect Personal Information from individuals under the age of 18. If you are under the age of 18, please do not submit any Personal Information through the Site. If you have reason to believe that a child under the age of 18 has provided Personal Information to Sonia through this Site, please contact us and we will endeavor to delete that information from our databases.